Ordering Instructional Materials in EMAT

Ordering Instructional Materials in EMAT
Janet Warren Distribution Coordinator Lea Ann Lee Accessibility Specialist Instructional Materials Division Texas Education Agency June 2017

Copyright © Texas Education Agency 2017. All rights reserved.
Agenda EMAT Access Instructional Materials Allotment New Material for the 2017–2018 School Year Ordering State-Adopted Materials in EMAT: Requisitions Requesting Funds in EMAT: Disbursement Requests Future Proclamations Accessible Instructional Materials Listserv Bulletins 2 Agenda Copyright © Texas Education Agency All rights reserved.

Access You must have a TEASE user account before you can request access to the EMAT application. From the TEA home page, click TEA Secure Applications Information to apply. 3 Copyright © Texas Education Agency All rights reserved.

Access Choose EMAT/EVI-Order Materials from the dropdown menu and click Continue. Provide all the required information, including the organization number (county district number [CDN]). Select a role: EMAT/EVI Ordering Access or District Staff View Only Access. Your superintendent will receive a notice to approve your TEASE access request. 6 Agenda Copyright © Texas Education Agency All rights reserved.

Training New instructional materials coordinators must complete training in order to access EMAT: Ordering_and_Distribution/EMAT_Training/ Upon completion of the training, complete the training certification and it to 7 Copyright © Texas Education Agency All rights reserved.

Instructional Materials Allotment
Copyright © Texas Education Agency All rights reserved.

IMA Ordering for the 2017–2018 school year began when EMAT opened in May. Local education agencies (LEAs) can spend any prior years’ balance (carryover funds). 9 Agenda Copyright © Texas Education Agency All rights reserved.

IMA Actual IMA amounts for each LEA for the 2018–19 biennium will be announced after the conclusion of the 2017 legislative session. LEAs will be able to spend up to 80% of their new IMA prior to September 1, 2017. Full amounts will be available after September 1, 2017, when revenue becomes available. 10 Agenda Copyright © Texas Education Agency All rights reserved.

Proclamation 2017 Languages other than English (LOTE) Career and technical education (CTE) Special Topics in Social Studies* Algebraic Reasoning Statistics* * No instructional materials were adopted by the SBOE in this subject area. Copyright © Texas Education Agency All rights reserved.

Ordering State-Adopted Materials in EMAT: Requisitions

Delayed-Payment Option
LEAs may requisition and receive state-adopted instructional materials prior to the start of a new fiscal year (September 1). The delayed-payment option is an agreement between TEA and a publisher and is only available through the requisition process. Payments to publishers for delayed-payment orders are made before TEA approves any disbursement requests. A list of publishers accepting delayed-payment orders can be found on the reports page in EMAT. Copyright © Texas Education Agency All rights reserved.

Prerequisites for Ordering
Submit your signed IMA & TEKS certification form. Update your district’s summer shipping dates: Enter three different dates. Click save. Confirm the accuracy of contacts and addresses. Copyright © Texas Education Agency All rights reserved.

Process Requisitions are submitted only for state-adopted materials. An LEA submits a requisition for a product or package on the list of adopted materials. Funds are deducted from the LEA’s IMA in EMAT. TEA reviews the requisition. If approved, TEA sends the order to the publisher. The publisher fulfills the order. TEA pays the publisher. 15 Agenda Copyright © Texas Education Agency All rights reserved.

Types Requisition Types 17 Agenda Allotment-New Adoptions-EMAT: Proclamation materials Allotment-Continuing Adoptions-EMAT: Instructional materials from previous proclamations Allotment-Component Requisition: Individual items from Proclamation 2017 adopted programs that can be purchased separately Copyright © Texas Education Agency All rights reserved.

Requesting Funds in EMAT: Disbursement Requests

Submitting Disbursement Requests
Disbursement requests using carryover funds will be paid 7–10 business days after approval. Disbursement requests using new biennium funding will be processed as pre-approved. Copyright © Texas Education Agency All rights reserved.

Pre-approved Disbursement Requests
Districts and charters may use local funds to pay for instructional materials and get reimbursed when state funds become available. Districts and charters are discouraged from spending local funds with the expectation of a reimbursement unless a corresponding disbursement request has been pre-approved. Copyright © Texas Education Agency All rights reserved.

Pre-approved Disbursement Requests (cont.)
IM staff will review disbursement requests for pre-approval in the order in which they are received. Final approval and payments to districts come after September 1 and after all delayed-payment invoices are paid. Copyright © Texas Education Agency All rights reserved.

District/Charter-Publisher Agreements
Some districts and charters make individual agreements with publishers to postpone payments (i.e., to pay for the instructional materials after the pre-approved disbursements are made). These agreements are between the LEA and publisher and are not regulated by TEA. Copyright © Texas Education Agency All rights reserved.

Process Disbursement Request process: An LEA submits a disbursement request. The funds are deducted from the district’s IMA in EMAT. TEA reviews the request and contacts the LEA for additional information, if needed. If the request is approved, TEA sends the funds to the LEA. The LEA orders directly from the vendor and pays the vendor directly. 23 Agenda Copyright © Texas Education Agency All rights reserved.

Revised 19 TAC Chapter 66 AA, BB, and CC
New revised 19 Texas Administrative Code (TAC) Chapter 66 AA–CC rules are currently in effect. The revised rules can be accessed at Copyright © Texas Education Agency All rights reserved.

§ Specifically Allowed Specifically Prohibited Instructional materials (of any sort, both adopted and non-adopted) Services for installation Technological equipment that contributes to student learning The physical conduit that transmits data such as cabling and wiring or electricity Training staff in the use of either of the above Office and school supplies Providing access to technological equipment for instructional use Travel expenses Salary and other expenses of an employee who provides technical support for the use of equipment directly involved in student learning Items that are not directly related to student instruction such as furniture, athletic equipment, extension cords, temporary contractors, or video surveillance equipment Equipment or software used for moving, storing, tracking, or taking inventory of instructional materials. 27 Agenda Copyright © Texas Education Agency All rights reserved.

Changes and Reminders for Allowable IMA Expenses
Recent decisions have been made by the agency on the following items: Based on the definition of instructional materials, online dual-credit tuition is allowable. The portion of learning management systems (LMSs) that are used to provide access to instructional materials are allowable. Districts will need to determine what that portion is. The portion of single sign-on (SSO) services that are used to provide access to instructional materials are allowable. Districts will need to determine what that portion is. Inventory and tracking software is not allowable. Student information systems (SISs) are not allowable. Registration fees for conferences other than IMCAT conferences/trainings are not allowable. Copyright © Texas Education Agency All rights reserved.

Future Proclamations Proclamation 2018: Special Topics in Social Studies; issued in November 2016 Proclamation 2019: Grades K–8 English and Spanish language arts and reading and Personal Financial Literacy; issued in April 2017 Proclamation 2020: High school English and Spanish language arts and reading and prekindergarten systems; may be issued in spring 2018 ations/ Copyright © Texas Education Agency All rights reserved.

Acquiring Accessible Formats
The Individuals with Disabilities Education Act (IDEA) requires school districts to provide accessible versions of educational materials to students who are blind or otherwise unable to use printed materials. State-adopted accessible educational materials are provided free of charge to eligible students. The cost of state-adopted accessible educational materials is not deducted from districts’ instructional materials allotment (IMA). Districts may use their IMA or IDEA B funding to purchase non-state- adopted accessible educational materials. Copyright © Texas Education Agency All rights reserved.

Determining Who is Eligible for AIM
An admission, review, and dismissal (ARD) or 504 committee determines that a student requires accessible educational materials. A student’s specific need for AEMs is documented in his or her individualized education plan (IEP) or Section 504 Individual Accommodation Plan. Copyright © Texas Education Agency All rights reserved.

Additional AIM Resources

Listserv Bulletins The IM Division is sending periodic listserv bulletins with valuable information. To join, use the following link: Enter your address and select Submit. Select Instructional Materials from the available topics along with any other listserv topics you would like to receive information on. The IMA amounts will be announced through a To the Administrator Addressed listserv bulletin. Copyright © Texas Education Agency All rights reserved.

Ordering Instructional Materials in EMAT

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